Gaining efficiencies from records management software

Gaining efficiencies from records management software

Date: Jun 16, 2014

As companies try to step into the digital age with their records
management programs, they have made some routine changes and some notable changes to gain
efficiencies and ROI from their records management software.

In part two of this video about the June issue of Business Information magazine, we
discuss some of the ways in which companies are gaining ROI from records
management software by building efficiencies into their processes and using cloud-based
systems.

As Forrester Research analyst Cheryl McKinnon notes, "There is a ton of opportunity for
companies to get their digital house in order [and] organize all of this massive information."

Some companies are building in efficiencies in small ways that make a big difference. The state
of Kentucky, for example, is automating some workflows for certain processes like travel and
expenses. This enables the sanitation department to create just one copy of a file, route it to the
appropriate people for approval one by one and get travel and expense approved more quickly and
seamlessly.

The state of Oregon has built a private cloud and uses a hosting company for infrastructure. By
creating a cloud-based system, multiple departments get the benefits of the program without paying
the high price tag on their own. Other states are able to participate as well.

"Everyone doesn't have to have their own system," said Mary Herkert, Oregon state archivist.
"Because of the approach we've taken, you can share and make it so it's affordable to all. Wyoming
doesn't have to have their own system; they're using ours."

The result is not only greater consistency and standardization of processes, but also better
information governance.

"It creates better information management more generally and a better command of the information
flowing throughout your organization more generally," said executive editor Lauren Horwitz. "It's
no longer just treating records as transactional things, but viewing all this information as assets
and key to your company."

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